General
Frederick Kyazze: The Unwavering Custodian of Mak’s Transcripts Office
Frederick Mbabaali Kyazze speaks with firmness as he shares his life-changing experience at Makerere University. The 62 year old senior citizen of average height, dark complexion and a lean frame has recently retired from Makerere University after fourteen years of dedicated service as a Senior Assistant Registrar. Tiny wrinkles of untold wisdom are beginning to form on his face. His eyes are a deep haven of thoughts and exude intelligence. He turns up for this interview in a neatly pressed cream suit, which reminds me that neat suits have been his trademark over the years. He begins to speak, carefully choosing his words.
Joining the Transcripts Office
In the year 2000, Kyazze joined Makerere University as an Assistant Registrar, Senate Division. After only six months, the hardworking man was assigned a bigger responsibility to head the Transcripts Office. His immediate Supervisor at the time, who later became Academic Registrar of Makerere University Mr. Amos Olar Odur, referred to this move as a vote of confidence in Kyazze. He was subsequently duly appointed to the rank of Senior Assistant Registrar.
“At that time, there was a general public outcry about transcripts in Makerere University. I recall a famous joke on one of the local FM stations that ‘okufuna transcript e Makerere, bakutuma mu ggulu,’ loosely translated as ‘it is easier to go to heaven than to get a transcript from Makerere University.’ Now as Head of the Transcripts Office, I knew it was time to roll up my sleeves and get to serious work; and I resolved to endeavour to not only do good, but do it well too,” Kyazze reminisces.
“I received a letter transferring me to the Transcripts Office with immediate effect. At about 2:00pm, I entered my new office and started work, without induction. My predecessor, Rose Bwire, was also needed in another unit immediately. I take this opportunity to kindly request the concerned officials to pay attention to induction of new officers when transfers are made. I had some challenges in adjusting to my new role minus induction but with the guidance of a few colleagues, I later found my way around,” he says. This new development came with additional responsibilities for Kyazze.
It is then that Kyazze learnt of the various hindrances to fast acquisition of transcripts at Makerere University. Cases of missing/misplaced marks, late submission of marks and submission of incomplete marks were the most common reasons for delayed transcripts. Kyazze would have to face the students one after another and explain to them that everything possible was being done to process their transcripts. He and his team, would then work backwards to resolve the issue with the relevant department. But this did not always go well with the affected students, some of whom would throw insults at him. It is from such incidents that the then Acting Academic Registrar (AR), Sebastian Ngobi referred to him as the punching bag of Makerere University. “This nick-name was because whoever had issues with their transcript came to me. A student would not know which lecturer or department had not submitted results in time. I was the face of the University and I took the punches. I could not reveal to the students where the problem lay even when I knew it. I used to call myself the devil that the public loves to hate,” he recalls with nostalgia.
Transformation of the Transcripts Office
Kyazze shares that most of the Department’s operations were manual at the time. Ordinary typewriters were used to inscribe on the transcripts. Faculties submitted results manually on a results sheet. This contributed to further delays in processing transcripts. Nonetheless, Kyazze inspired his team to do their best in the circumstances. But in 2003, the Academic Registrar’s Department started automating its processes.
In 2009, Kyazze became the Acting Deputy Registrar in charge of the Examinations and Transcripts Division. This was an internal arrangement in the AR’s Department, pending confirmation from the Human Resource Directorate. This new role required Kyazze to timetable university wide examinations, draft budgets for these exams and writing to the various Faculties requesting them to nominate external examiners. Nonetheless, he continued to help out in the Transcripts office too.
Kyazze recalls that in 2009, the then Acting Vice Chancellor, Prof. Venansius Baryamureeba walked into his office and directed that transcripts be ready for issuing on graduation day. “This was the beginning of major change. We worked so hard even on 26th December to ensure that transcripts for the January 2010 graduation ceremony were ready. I am glad that by graduation, we had 80% of the transcripts ready. The remaining 20% were processed shortly afterwards. Commendably, the VC made sure that we were properly and promptly rewarded for these extra hours and we felt so motivated,” he narrates with a smile. Early processing of transcripts now became a culture and continues to date, save for few problem cases. Kyazze partly attributes this to the computerized management of data.
Another transformation has been in the date the Academic transcript bears. Initially since the 1980s, transcripts would carry the date of graduation, but this has since been revised to the date of completion since graduation comes much later in the following year and this led to delays in issuing definitive transcripts. Only the certificate bears the date of graduation.
During his tenure, Kyazze initiated improved furnishing and equipping of the transcripts office. “We produce transcripts massively. With time, I realized that storage of these transcripts was becoming a challenge. Since at that time the AR’s Department was managing its own budget, I proposed procurement of more filing cabinets across the department and this was done,” he explains in reference to the permanently fixed cabinets.
Paradoxically with the massive production of transcripts, thousands remain uncollected. The AR’s department continues to call out to graduates to pick their transcripts spurning as far back as the 1990s
Memorable moments
During his tenure at Makerere University, Kyazze has interacted with and served people from all walks of life. He vividly recalls a time when he attended to Cardinal Emmanuel Wamala. “A colleague, Simon Sagala who was the Manager of the University Printery at the time, came running and informed me that Cardinal Wamala was in the queue with students waiting to see me. I requested that the Cardinal be ushered in. He was here on behalf of a Priest from Kabale, whose transcript was urgently needed in Rome. I was able to help the Cardinal that very day,” says Kyazze. He also recalls having attended to the former Minister of Education, Hon. Geraldine Namirembe Bitamazire and former Deputy Chief Justice Leticia Kikonyogo, who were personally inquiring about their children’s transcripts. He is particularly happy that his signature is out there on thousands of transcripts. “This is a legacy that I am so proud of. I know my name will be remembered occasionally by these people and I am grateful to God for the opportunity to have served,” he says.
Lessons learnt
For the time spent at Makerere University serving students, staff and the public, Kyazze has learnt that it is imperative to remain ethical and composed in all situations. “I have learnt that it is important to stick to ethics and guard against compromise. For example, some people would come here requesting that the date of birth on their transcripts be changed to suit their needs and I would tell it straight to their faces that this cannot be done, no matter what they wanted to offer in return or the position they held in society. Some would get angry, throw insults and slam the door on their way out, but I eventually got used to these outbursts and stuck to my principles,” asserts Kyazze.
Kyazze has had to handle numerous sensitive investigation cases related to forged academic qualifications and transcripts. He has also had to turn up as a key witness in lawsuits filed against Makerere University in relation to transcripts. He affirms that integrity and sticking to his principles has bailed him out in times like these.
The Family man
Kyazze is a proud father of four; two boys and two girls. He has single-handedly raised his children since his dear wife, Betty Kyazze, passed on in 2002. “Fortunately I had been the type of father who leaves work and heads home straight away. This has allowed me ample time to groom my children,” he says. Two of his children have since graduated and the other two are steadily following suit. In his free time, Kyazze will be found glued to a current affairs program or watching a television documentary. He also has a deep passion for reading on a wide variety of topics.
What next after retirement?
Kyazze has now retired from Makerere University after what he describes as a successful career. He is nonetheless concerned about the delays in receiving retirement packages at Makerere University. “It is a challenge when Staff members retire and their funds are not released on time. So one finds oneself struggling with a number of expenses and sometimes their retirement projects freeze,” he explains.
Nonetheless, this highly schooled French and German tutor has aggressively plunged into offering consultancy services in higher education and languages. Kyazze also proof-reads and edits manuscripts in English, French, Luganda and German for publishing.
Kyazze’s former roles at Makerere University have since been taken over by Richard Byarugaba, who is also in charge of the Transcripts Office and closely worked with Kyazze for over three years.
Kyazze the Professional Teacher
Frederick Mbabaali Kyazze is a teacher by profession and graduated from Makerere University with a Bachelor’s Degree and Concurrent Diploma in Education in 1977. He specialized in languages (French and German). Kyazze had wanted to study law but this was hampered by a Government directive following the turbulent political times of the 1970s. “I recall that the Asians and many expatriate teachers had been expelled from Uganda, so there was a dire need for teachers. The late President Idi Amin’s government gave a directive that a large quota of admitted students be channeled into teaching. One afternoon in 1974 the then Minister of Education, Brigadier Barnabas Kili, came and harangued us in the Makerere University Main Building, telling us that we were to become teachers whether we wanted it or not, thus ‘conscripting’ us into the teaching army ” he narrates in a low tone.
Kyazze then opted to teach German since he had studied it at Bachelors, to broaden his A-level choice of History, French and Literature in English. At first, Kyazze was not allowed to take German as a teaching subject since he was a beginner, but with his excellent grades, the then Dean of Education, Prof. Rukare reasoned that Kyazze be given a chance.
Kyazze graduated from Makerere University to teach languages in Secondary Schools. He taught German in Kibuli Secondary School and Mengo Senior School concurrently (1977 -1980). He also taught French at Kampala High School and Trinity College Nabbingo.
“In 1982 the Head of the German Department at Makerere University, Dr. Jörg Braunert came looking for me. He asked if I could teach German at Makerere University. I had passed German with flying colours, under the guidance of Frau Ingrid Hills and Dr. Brigitte Kochan, my lecturers. I obliged and returned to Makerere as a Teaching Assistant,” he explains. He was given a two year renewable contract, which was later renewed thrice. Kyazze says he indelibly profited from teaching French and German because this enabled him to secure scholarships to attend short term training and refresher courses in France (1977 and 1983), Burundi (1989) and Germany (1978, 1991 and 1995). He has also participated in numerous annual East African German Teachers’ Seminars under Nairobi’s Goethe Institut’s auspices.
Kyazze later stopped teaching and enrolled for a Masters in French at Makerere University. Upon graduating with a Masters in 1997, Kyazze returned to the classroom to teach languages in secondary school. He was one of the most sought after French examiners by Uganda National Examinations Board (UNEB).
In 1999, Makerere University advertised for administrative jobs in the Academic Registrar’s Department. This signaled a shift in career for the illustrious Frederick Kyazze Mbabaali. He set foot in the AR’s Department, where he has left an unquestionable legacy.
Article by Marion Alina
Makerere University has made a notable advance by officially launching the implementation of its Mentorship Policy. This initiative aims to strengthen support and guidance for students, fostering personal and academic growth within the university community. This was announced on Thursday, 13 November 2025, by Prof. Sarah Ssali, the Deputy Vice-Chancellor of Academic Affairs, in her remarks delivered by the Dean of Students, Dr. Winfred Kabumbuli, during the annual workshop for mentors of the Mastercard Foundation Scholars Program, held at the Fairway Hotel.
Prof. Ssali praised the university’s mentors for their outstanding work in supporting students.
“I am pleased to join my fellow mentors at this crucial capacity-building workshop organised under the Mastercard Foundation Scholars Program at Makerere University. It is important to recognise and commend your unwavering dedication to the holistic development of our Scholars. Your roles in mentorship, safeguarding, and fostering inclusion are essential, and together, we must continue to advance these efforts for the benefit of our Scholars,” asserted Prof. Ssali.
Prof. Ssali expressed her enthusiasm, noting that mentorship closely aligns with the shared mission: ensuring that all Makerere University students feel safe, thrive, and achieve their academic and personal goals.
“Our efforts in student affairs are incomplete unless we provide our students with the mentorship, guidance, and support they need to develop into responsible global citizens. Safeguarding, mentorship, and inclusion are not just programmatic themes; they are values that define the Makerere University community we seek to build,” Prof. Ssali remarked.
Prof. Ssali further praised the University Council and Management for adopting key policies, the Mentorship Policy 2025 and the Safeguarding Policy 2024, which are essential for the well-being of students and staff at Makerere University.
“I wish to commend the University Council and Management for approving and implementing the Makerere University Career Guidance and Mentorship Policy (2025) and the Safeguarding Policy (2024). These policies provide structure and accountability to our work, helping us strengthen systems that protect and support our students and staff,” Prof. Ssali noted.
Speaking in her role as the Dean of Students, Dr. Kabumbuli highlighted the importance of Mentorship, inclusion, and safeguarding as the critical areas in managing student affairs at Makerere University.
“Safeguarding reminds us of our duty to create and maintain a learning environment where every student feels safe, respected, and valued. Career guidance and mentorship remind us that academic excellence must go hand in hand with personal growth, discipline, and preparation for life after university. Inclusive mentorship compels us to extend our support to every learner, including those with disabilities, those from refugee backgrounds, young mothers, and international students, ensuring that no one is left behind,” Dr. Kabumbuli asserted.
Dr. Kabumbuli urged the mentors to reaffirm their shared commitment to a student-centred approach, one that recognises the human dignity, potential, and diversity of every Scholar. She encouraged the mentors to continue exemplifying the values of integrity, professionalism, and compassion that embody the spirit of Makerere.
On behalf of the Mastercard Foundation Scholars Program and the Africa Climate Collaborative, Program Director Prof. Justine Namaalwa shared exciting news with the Program mentors about the recent recruitment of 191 undergraduate scholars and 41 graduate students. She highlighted the importance of providing mentorship and guidance to these scholars, who come from diverse backgrounds and possess various strengths and challenges. Prof. Namaalwa encouraged everyone to actively support these students as they embark on their academic journeys.
“We were excited to welcome 191 undergraduate and 41 master’s Scholars to the Programme this academic year. These talented individuals hail from diverse backgrounds and bring immense potential, and they need your active support and mentorship,” Prof. Namaalwa remarked.
Prof. Namaalwa further requested that, as the University continues to recruit more mentors, it’s essential to recognise that effective mentorship goes beyond mere knowledge sharing. It involves actively listening, empathizing with the mentees, and empowering them to forge their own unique paths.
”Together, we can create a supportive environment that fosters growth and success for all our Scholars and students of Makerere University.” Prof. Namaalwa pointed.
The Annual Mentors’ Workshop, which was attended by over 70 mentors from different units of the University and others from other organisations, featured a range of activities designed to enhance mentors’ skills and understanding. Mr. Musa Mwambu from Light for the World, a partner of the Mastercard Foundation, led a valuable training session focused on inclusion, equipping participants with essential insights. Additionally, Mr Apollo Mulondo from the Refugee Law Project provided an in-depth training session designed to empower mentors to support students with refugee status effectively. The workshop also included opportunities for mentors to hear firsthand from young individuals, including a student with disabilities and two safeguarding champions, enriching their understanding and commitment to inclusive mentorship.
The writer is the Principal Communications Officer for the Mastercard Foundation Scholars Program at Makerere University.
General
Makerere University Writing Centre trains first cohort of staff on professional minute writing
By Christopher Kaahwa and Ritah Namisango
On 6th November 2025, the Makerere University Writing Centre (MakWC) held a training workshop aimed at enhancing professional writing skills among University staff.
Focusing on official documentation and record keeping, the training, hosted at the School of Business Conference Hall, attracted participants from different University units, including Assistant Administrative Officers and Assistant Academic Registrars. This marked the first cohort of trainees to benefit from the program, which covered topics such as the fundamentals and responsibilities of a minute taker, writing techniques, policy and legal considerations, e-meeting platforms, and the ethical use of Artificial Intelligence (AI).
In her opening remarks, Mrs. Patience Rubabinda Mushengyezi, the Deputy Academic Registrar, who represented the Academic Registrar, Professor Buyinza Mukadasi, commended the Writing Centre for championing the growth of writing skills across the University. “I want to thank the team from the Writing Centre for considering the Academic Registrar’s Department. Writing is central to everything that we do – from keeping accurate minutes to communicating decisions. This training will greatly improve our writing skills,” she said.
Mrs. Mushengyezi emphasized that official records, especially minutes, must be accurate, ethical, and well-structured. She reminded participants that minutes are not mere summaries, but legal and public documents that can serve as evidence in administrative or legal matters. “When we write minutes, we must remember they represent official proceedings and can be used in courts of law. This calls for professionalism, clarity, and ethical responsibility in your daily work,” she stated.
Speaking during the workshop, Professor Fredrick Jones Muyodi, the Team Leader, Makerere University Writing Centre (MakWC), explained that the Centre is pivoted to support the University’s strategic goal of becoming a research-led institution by 2030. Established and institutionalized in 2025 by the University Senate and Council, the Centre operates under the Directorate of Research, Innovations, and Partnerships (DRIP).
Professor Muyodi shared that the Centre has developed a comprehensive training and mentorship program to build writing skills across the University and beyond. The program will involve experts and mentors experienced in writing, collaborative research, and publication. It will use a hybrid approach, combining traditional teaching with online learning, case studies, and hands-on practice.
He also revealed that the Centre will offer short courses, lasting up to two weeks, in key areas such as academic, technical and scientific writing, editing and proofreading, policy brief and report writing, writing for community engagement, professional writing for administrators, and publishing. “These courses will strengthen the writing capacity of both staff and students while promoting research translation and effective communication,” he said.
On behalf of the Writing Center, Professor Ronald Bisaso commended the support from the Directorate of Human Resource and the Academic Registrar’ department for the identification of capacity development gaps, that provided the basis for the choice of topics and training facilitators.
During her presentation on the Fundamentals and Roles of a Minute Taker, Mrs. Mushengyezi underscored the importance of understanding institutional structures and governing frameworks before taking on the role of writing minutes. She explained that Makerere University’s governance system – from the University Council and Senate down to College Boards and departmental committees, operates under clear mandates, which minute writers must understand to accurately record proceedings.
She noted that effective minute writing begins with proper preparation, which includes knowing the committee composition, consulting the Chairperson about meeting details, and ensuring members receive timely notices and agendas. She advised participants to differentiate between regular, special, and emergency meetings, as each requires a unique approach to documentation. Drawing from experience, she encouraged participants to arrive early for meetings, verify meeting logistics, and carry official record books to ensure accuracy. “A well-prepared minute writer, not only captures discussions accurately, but also upholds the credibility of the meeting,” she remarked.
Mrs. Proscovia Nakayiki, Acting Deputy Academic Registrar (Examinations and Transcripts), led a session on Writing Techniques. During the session, she emphasized that minutes are vital for accountability, serve as a record for future reference, and inform those who missed meetings. “Well-written minutes should tell a clear, flowing story that remains meaningful even years later,” she said.
Ms. Nakayiki stressed that minute writing requires preparation and structure. She advised secretaries to be familiar with the meeting type and agenda, list all attendees and absentees, clearly summarize discussions, and outline action points. She also encouraged the use of templates, testing of recording devices beforehand, and remaining attentive during meetings to capture key decisions accurately.
Presenting on Policy and Legal Frameworks for Minute Writing, Ms. Esther Kabinga, Principal Legal Officer discussed the laws and policies that govern record keeping in Uganda. She noted that minutes are crucial for transparency and accountability, citing laws such as the Companies Act (2012), Public Finance Management Act (2015), and Access to Information Act. She also referenced some of Makerere University policies, including the Record Keeping Policy, Academic Records Management Policy (2022), and Communications Policy (2013). “Proper documentation protects both the institution and the individuals involved in decision-making,” she emphasized.
Discussing the Ethical and Responsible Use of Artificial Intelligence (AI), Prof. Paul Birevu Muyinda, Director of the Institute of Open, Distance and e-Learning, noted that AI has become part of everyday life. He commended Makerere University for adopting an official AI policy that promotes its ethical, inclusive, and responsible use in teaching, research, administration, and innovation. He urged participants to use AI as a supportive tool, combining it with human judgment and creativity while writing.
Building on to the aforementioned presentation, Dr. Godfrey Mayende, the Head, Department of Distance Learning and Deputy Director at the Institute of Open, Distance and eLearning, highlighted the role of digital platforms such as Zoom, Microsoft Teams, Google Meet, and WebEx in improving meeting efficiency and documentation. He pointed out that these platforms provide useful features like recording, transcription, and chat functions that make meetings more interactive and inclusive. “Familiarity with these tools enhances accountability and ensures that discussions are well-documented and easy to retrieve,” he advised.
Writers: Ritah Namisango is a Principal Communication Officer at Makerere University. Christopher Kaahwa contributed to this article as a Volunteer. Christopher Kaahwa is a Graduate of Makerere University-Bachelor of Journalism and Communication.
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